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officelaboratory

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officelaboratory

    UNIVERSITY OF CALIFORNIA, DAVIS BERKELEY ? DAVIS ? IRVINE ? LOS ANGELES ? MERCED ? RIVERSIDE ? SAN DIEGO ? SAN FRANCISCO ? SANTA BARBARA ? SANTA C ONE SHIELDS AVENUE DAVIS, CALIFORNIA 95616-8576 DEPARTMENT OF ENVIRONMENTAL SCIENCE AND POLICY

    May 11, 2010

TO: All ESP Employees, Students and Volunteers

FROM: Howard Cornell, Chair

    Attached is the Department of Environmental Science and Policy (ESP) Injury and Illness Prevention Program (IIPP) document including building evacuation procedures for Wickson Hall and field facilities. Please keep this material readily available at your desk or office/laboratory. The IIPP contains mandated information regarding safety training, inspections, building evacuation plan in the event of emergencies, and a system for identifying, reporting and correcting safety deficiencies in the workplace.

    When Cal OSHA, Nevada OSHA, Yolo County, the EPA or EH&S perform inspections of UC facilities, department personnel are expected to be familiar with the Injury and Illness Prevention Program and to be able to produce a copy for the inspectors. An electronic copy of the IIPP has been placed on the ESP website:

    http://www.des.ucdavis.edu/department/resources.asp

     Please bookmark the link on your Internet browser for ready access.

    Please note the requirement for Hantavirus training of all individuals involved in fieldwork and of those who will be visiting off-campus facilities located in deer mouse habitat.

    You and your supervisor are required to meet annually to document refresher safety training that assures you remain up to date with the department’s Injury and Illness Prevention Program and with safety

    issues pertinent to your position. Please do so, then print, complete, sign and date the separately-provided Health and Safety Training Form and return it to the Environmental Science & Policy Office, either in person to 1023 Wickson Hall or by mail to Environmental Science & Policy, University of California, One Shields Ave., Davis, CA 95616.

Sincerely,

Howard Cornell

    Department of Environmental Science & Policy (ESP)

    Injury and Illness Prevention Program

I. Step One:

    Establish the Illness and Injury Prevention Program and designate responsibility for its implementation.

II. Step Two:

Identify safety and health hazards within the department.

III. Step Three:

Establish a system of periodic inspections, investigation of incidents, and correction of deficiencies.

IV. Step Four:

Implement a safety training program for all employees.

V. Step Five:

    Establish a system for communicating with employees on safety matters.

VI. Step Six:

Comply with record-keeping requirements for the campus-wide Injury and Illness Prevention Program.

    I. Step One: Establish the Injury and Illness Prevention Program and Designate Responsibility for

    its Implementation

    A. The Chairperson, Howard Cornell (phone: 530-754-7249, 530-752-3026; email:

    hvcornell@ucdavis.edu), is responsible for assuring that the department has a viable Injury and Illness Prevention Program. To this end, George Malyj (530-752-3938,530-754-8372, gjmalyj@ucdavis.edu)

    is appointed as the department safety coordinator, Anne Liston ((775)-881-7560 ext. 7472, (530)-902-8479; amliston@ucdavis.edu) as the first alternate safety coordinator and point person for laboratory safety training, and Tina Hammell (530-752-0353, tlhammell@ucdavis.edu) as the second alternate

    safety coordinator.

     No safety program can work without the cooperation of every employee. Each faculty member, principal investigator, and supervisor should designate a local safety coordinator for their laboratory or work center that shall immediately abate any identified hazards and report safety concerns to the department safety coordinator, alternate safety coordinators, MSO (management services officer), or Chair. With the assistance of the safety coordinators and the MSO, the department Chair will assure that matters of safety receive prompt and continuous attention.

    B. Responsibilities of Individual Employees:

1. Safety Coordinator and Alternate Coordinators

    a. Monitor and update the IIPP annually.

    b. Remind faculty and staff to conduct annual or more frequent inspections of all laboratories

    and offices, using the Worksite Inspection Form provided.

    c. With the direct support and involvement of the ESP Chair and MSO, monitor the abatement

    of any identified hazard to assure that corrective action is initiated.

    d. Coordinate and function as liaison between ESP and the campus Environmental Health and

    Safety Office.

    e. Inform and remind all supervisors of their safety training responsibilities.

2. Faculty/Principal Investigators/Supervisors:

    a. Insure that all equipment, tools, and facilities for their unit conform to safety requirements.

    Participate in yearly facilities inspections.

    b. Perform a “Job Safety Analysis” in their designated area of responsibility, and maintain a

    copy of the results readily accessible.

    c. Implement a safety training program for employees and provide instruction on hazards

    associated with each employee’s job assignment (see UCD P&P Manual, attached Health

    and Safety Training Form, and http://ehs.ucdavis.edu).

    d. Implement and maintain a records system, documenting safety and health training for each

    employee, including training dates, types of training, and names of training providers (see

    specifics contained in paragraph IV.A. i.e. of UCD P&P Manual Section 290-27).

    e. Initiate steps necessary to abate hazardous conditions promptly. Monitor such condition until

    rectified. Follow up as needed, and maintain accurate documentation. Request assistance from

    appropriate campus agencies, including EH&S, when circumstances dictate.

3. Employees:

    a. Alert the immediate supervisor, Safety Coordinator, MSO or Chair of any condition or act

    that may directly or indirectly cause an injury or illness. A Hazard Alert Form is provided.

    b. Immediately notify the supervisor, ESP Business Office, George Malyj - Safety Coordinator,

    and/or Patricia Conners MSO, of any accident or injury involving ESP personnel, facilities,

    and/or vehicles. Complete an Accident, Injury and Illness Investigation Form and submit it

    within 8 hours to the ESP Business Office.

    c. Make safety an integral and continuous part of normal work habits. Take charge to correct

    safety hazards when circumstances dictate necessity of preventing immediate harm to self or

    others.

    II. Step Two: Identify Safety and Health Hazards within the Department

    A. Using the Job Safety Analysis and Facilities Inspection Report forms, each Faculty, PI or Supervisor should identify potential hazards in his or her designated area of responsibility. Examples of hazards to check for include the safety of work surfaces, access and egress points, fire prevention, faulty wiring, obstacles and emergency evacuation. After documenting these hazards by job type and/or facility, the Faculty/PI/Supervisor should initiate abatement action and forward copies of the report to the Chair, MSO and Safety Coordinator for any follow-up action required.

    B. If an identified safety hazard cannot be abated immediately, the Faculty/PI/Supervisor will comply with the following: 1) notifies all the people who are or will be working in the immediate area of the hazard, 2) posts a warning sign describing the nature of the hazard, and 3) contacts the appropriate individual or EH&S to have the problem abated. The Faculty/PI/Supervisor monitors and insures the abatement of the safety hazard, maintaining a record of the actions taken. If the hazard is not abated within 14 days of discovery, he/she should contact the Chair, MSO and Department Safety Coordinator. Serious hazards should be abated as soon as possible.

    C. When any employee identifies a hazard of a severe nature, he/she should immediately declare an emergency and clear the area as quickly as possible and initiate appropriate actions to have it abated. As soon as practical, the employee or Faculty/PI/Supervisor shall notify the Department Safety Coordinator, Alternate Safety Coordinators, MSO and Chairperson of the severe hazard.

    D. All employees should observe safe work practices, look out for potentially unsafe working conditions, and forward any suggestions or complaints to their Faculty/PI/Supervisor, MSO, Chair and Safety Coordinator. Avenues for reporting hazards include via telephone, email, campus mail, and direct person-to-person contact. Reports may be filed anonymously with the Department Safety Coordinator, MSO and/or Chair if the employee so chooses.

    III. Step Three: Establish a System of Periodic Inspections, Investigation of Incidents and

     Correction of Deficiencies

    A. Faculty, Principal Investigators and Supervisors review annual inspection reports performed for

    laboratories and work sites assigned to them and their employees, and advise the Chair and MSO

    of appropriate actions for addressing hazards and discrepancies.

    B. Faculty/PIs/Supervisors should not limit the scope of their annual inspections and training to items

    on the Facilities Inspection Report Checklist and the Health and Safety Training Form. Additional

    documentation by Faculty/PIs/Supervisors could include more frequent periodic inspections, hazard

    identification and abatement, and occupational safety training.

    C. Faculty/PIs/Supervisors should perform frequent safety checks of their facilities and the safety

    practices of employees in their designated areas of responsibility, taking appropriate abatement

    action for any discrepancies noted. If the facilities or occupational responsibilities of employees

    undergo any changes, Faculty/PIs/Supervisors will review and update their Job Safety Analysis

    reports and the Health and Safety Training Form.

    D. An investigation should be conducted as soon as possible after any occupational incident

    (accident, injury/illness) and documented on the Accident, Injury and Illness Investigation Form.

    Each Faculty/PI/Supervisor shall assure that the forms are immediately available.

    Forms may also be obtained from the ESP Business Office.

    E. Employee Compliance: Employees who fail to follow safety requirements, including use of

    protective equipment, are subject to corrective action in accordance with university contracts and

    policies. Issues of safety compliance are considered an integral part of performance management

    in performance evaluation.

    IV. Step Four: Implement a Safety Training Program for All Employees:

     A. Faculty, Principal Investigators and Supervisors obtain and distribute pertinent safety literature

    and information to their employees. These materials can be obtained from the website

    http://ehs.ucdavis.edu, from the Safety Coordinator and Alternate Safety Coordinators, and by

    calling EH&S at 530-752-1493.

     B. Based on Job Safety Analysis results, each Faculty/PI/Supervisor establishes an annual safety-

    training program for employees in his or her area of responsibility that is focused on identifying

    and minimizing exposure to occupational hazards in the workplace. A training session is also held

    whenever a new employee is hired or reassigned to a new position. In each instance, a new Health

    and Safety Training Form must be completed by the Supervisor and Employee and filed with the

    ESP Business Office. The Faculty/PI/Supervisor maintains safety and health training records for

    each employee, documenting training dates, types of training, and names of training providers.

    The retention period for these records is three years.

V. Step Five: Establish a System of Communicating with Employees on Safety Matters:

    A. Employees are encouraged to inform Faculty/PIs/Supervisors of potential hazards and/or procedures

    at the work site. If for any reason an employee is reluctant about identifying a hazard, he/she may

    contact the Department Safety Coordinator, MSO or Chair by anonymous note, phone call,

    electronic mail, or by using the Hazard Alert Form.

    B. The Department Safety Coordinator shall annually forward an updated IIPP to the MSO and Chair

    for review and comments. The Chair will subsequently distribute the revised IIPP to the entire

    department. External newsletters, bulletins, and other documentation may be distributed on a

    discretionary basis.

    VI. Step Six: Comply with Record Keeping Requirements for the Campus-Wide Injury and

     Illness Prevention Program:

     A. In general, records of safety inspections, unsafe conditions or practices in the workplace, and

    documentation of training are to be maintained three years from date of origination.

     Material Safety Data Sheets (MSDS’s or MSDS) should be procured by the Department when

    ordering or purchasing the material. MSDS’s should be placed in a working file near where the

    material is stored or used, assuring accessibility to those who have primary need for them. A

    compiled collection of MSDS information is maintained in Davis in 3117 Wickson and available

    from Tina Hammell, or in room 303 at the TERC/TRG facility at Incline Village from Anne Liston.

    EH&S also provides an electronic data base containing over 1,000,000 MSDS’s that can be

    downloaded individually via the internet. An MSDS should in all cases accompany the material to

    the work location or site.

Resources

1. Office of the President: University Policy on Environmental Health and Safety

2. UC Davis Policy and Procedure Manual, Section 290-15, Safety Management Program

3. California Code of Regulations Title 8, Section 3203, (8CCR ?3203), Injury and Illness Prevention Program

4. Personnel Policies for Staff Members, Corrective Action, UCD Procedure 62

    5. University of California Policy on Management of Health, Safety and the Environment,

    http://www.ucop.edu/riskmgt/ehs/policy.html

6. UC Davis Environmental Health & Safety

     EH&S Website

     EH&S SafetyNets

     Material Safety Data Sheets

    HAZARD ALERT FORM

    Department:

    I. Unsafe Condition or Hazard

    Name: (optional) Job:

     Title: (optional)

     Location of Hazard:

    Building: Floor: Room:

     Date and time the condition or hazard was observed:

     Description of unsafe condition or hazard:

     What changes would you recommend to correct the condition or hazard?

    Employee Signature: (optional)

     Date:

    II. Management/Safety Committee Investigation

    Name of person investigating unsafe condition or hazard:

     Results of investigation (What was found? Was condition unsafe or a hazard?): (Attach additional

    sheets if necessary.)

     Proposed action to be taken to correct hazard or unsafe condition: (Complete and attach a Hazard

    Correction Report, IIPP Appendix E)

    Signature of Investigating Party:

     Date:

     Completed copies of this form should be routed to the appropriate supervisor and department IIPP-Appendix A

     Safety Coordinator, and must be maintained in department files for at least three years.March 2006

    WORKSITE INSPECTION FORM

    General Office Environment

Location: Date:

Inspector: Phone:

Department:

    Administration and Training

    Are all safety records maintained in a centralized file for easy access? Are Yes No NA 1. ; ; ; they current?

    Have all employees attended Injury & Illness Prevention Program Yes No NA 2. ; ; ; training? If not, what percentage has attended? _______________

    Does the department have a completed Emergency Action Plan? Are Yes No NA 3. ; ; ; employees being trained on its contents?

    Are chemical products used in the office being purchased in small Yes No NA 4. ; ; ; quantities? Are Material Safety Data Sheets needed?

    Are the Cal/OSHA information poster, Workers’ Compensation bulletin, Yes No NA 5. ; ; ; annual accident summary posted?

    Are annual workplace inspections performed and documented? Yes No NA 6. ; ; ;

    General Safety

    Yes No NA 7. Are exits, fire alarms, pullboxes clearly marked and unobstructed? ; ; ;

    Are aisles and corridors unobstructed to allow unimpeded evacuations? Yes No NA 8. ; ; ;

    Is a clearly identified, unobstructed, charged, currently inspected and

    Yes No NA 9. tagged, wall-mounted fire extinguisher available as required by the Fire ; ; ;

    Department?

    Are ergonomic issues being addressed for employees using computers or Yes No NA 10. ; ; ; at risk of repetitive motion injuries?

    Is a fully stocked first-aid kit available? Is the location known to all Yes No NA 11. ; ; ; employees in the area?

    Are cabinets, shelves, and furniture over five feet tall secured to prevent Yes No NA 12. ; ; ; toppling during earthquakes?

    Are books and heavy items and equipment stored on low shelves and Yes No NA 13. ; ; ; secured to prevent them from falling on people during earthquakes? Yes No NA 14. Is the office kept clean of trash and recyclables promptly removed? ; ; ;

    Electrical Safety

    Are plugs, cords, electrical panels, and receptacles in good condition? No Yes No NA 15. ; ; ; exposed conductors or broken insulation?

    Yes No NA 16. Are circuit breaker panels accessible and labeled? ; ; ;

    Are surge protectors being used? If so, they must be equipped with an

    automatic circuit breaker, have cords no longer than 6 feet in length, and Yes No NA 17. ; ; ;

    be plugged directly into a wall outlet.

    Yes No NA 18. Is lighting adequate throughout the work environment? ; ; ;

    Are extension cords being used correctly? They must not run through Yes No NA 19. ; ; ; walls, doors, ceiling, or present a trip hazard.

    Are portable electric heaters being used? If so, they must be UL listed,

    plugged directly into a wall outlet, and located away from combustible Yes No NA 20. ; ; ;

    materials. IIPP-Appendix C-Office Completed copies of this form should be routed to the department Safety Coordinator March 2006 and must be maintained in department files for at least three years.

WORKSITE INSPECTION FORM

    Laboratory Environment

    Location: Date:

    Inspector: Phone:

    Department:

    General Hazards

    Are aisles, exits, and adjoining hallways maintained free of obstructions Yes No NA 1. ; ; ; that would hinder emergency access or exiting?

    Are there at least 18 inches (47 cm) of vertical clearance between all stored items and the ceiling-mounted fire sprinklers? (If there are no Yes No NA 2. ; ; ;

    sprinklers, measure to the ceiling itself.)

    Are approved sharps waste containers available for disposal of needles,

    Yes No NA 3. blades, and other sharps? (Reminder: There should be a proper procedure ; ; ;

    for disposal of broken glass.)

    Has furniture and equipment over five feet tall been bolted to the wall or Yes No NA 4. ; ; ; otherwise secured?

    Emergency Equipment

    Are all emergency eyewash and shower stations free of obstructions that would prevent quick access by someone temporarily blinded by a chemical Yes No NA 5. ; ; ; splash? Are they within 100 feet of the laboratory (or approximately 10 seconds)?

    Are the emergency eyewashes for the laboratory tested (flushed) monthly Yes No NA 6. ; ; ; and are the tests documented?

    Laboratory Equipment

    Look inside each refrigerator and freezer in your lab to ensure flammables are stored in units that are suitable for storage of flammables. Is each Yes No NA 7. ; ; ; refrigerator and freezer in the laboratory labeled as either “safe” or “unsafe” for storage of flammables?

    Look inside each refrigerator and freezer in your lab to ensure food is stored only in units designated “food only.” Are all refrigerators, freezers, Yes No NA 8. ; ; ; and microwave ovens properly labeled either “Food Only” or “No Food or

    Drink Allowed?”

    Are all compressed gas cylinders adequately secured with non-combustible

    restraints to keep the cylinders from falling? (Bench clamps are not Yes No NA 9. ; ; ; adequate to secure large cylinders. Gas cylinders should be capped when

    not in use.)

    Chemicals

    Does the lab have a Chemical Hygiene Plan (CHP)? If yes, is it up to date and has it been reviewed and signed within the past year? If no, all labs

    Yes No NA 10. that contain chemicals are required to maintain a CHP. Complete a lab ; ;

    specific CHP using the EH&S template

    (http://ehs.ucdavis.edu/chem/chem_mnl/clsm_apps.cfm).

    Has the laboratory's chemical inventory been completed or updated within the last year (or within 30 days of a significant change such as a move to a Yes No NA 11. ; ; new location or addition of new chemicals) and entered into the EH&S Chemical Inventory System (CIS)?

    Are chemical fume hoods kept uncluttered so that air flows properly (e.g.,

    is storage minimized and are adequate work areas provided)? Can ALL

    Yes No NA 12. chemical work be done more than six inches into hood? (Note: Chemical ; ; ;

    fume hood sashes must be in good condition and be used at the proper

    setting, typically 18 inches from the work surface.)

    Are all chemical containers and hazardous waste containers kept closed Yes No NA 13. ; ; ; when not in use?

    Are all chemical containers (including squirt bottles and unwanted

    hazardous materials containers) clearly labeled with their contents and Yes No NA 14. ; ; ; primary hazard(s) and are they in good condition (not corroded or

    leaking)?

    Are corrosives stored below eye level and are incompatible chemicals

    stored appropriately (e.g., acids separate from bases, oxidizers separate Yes No NA 15. ; ; ;

    from flammables)?

    Is a spill kit available? Is the location known to all employees in the Yes No NA 16. ; ; ; laboratory? Has there been training in the past 12 months?

    Are peroxide formers (such as isopropyl ether and diethyl ether) stored Yes No NA 17. away from light and heat and labeled with the date they were opened and ; ; ;

    the expiration date?

    Electrical

    Are extension cords used only as temporary wiring (<30 days) and not

    connected in a series (daisy-chained) with other extension cords or power Yes No NA 18. ; ; ; strips? (Cords must be in good condition with no breaks or exposed

    wiring.)

    Is high voltage equipment clearly labeled, properly guarded, and is its use Yes No NA 19. ; ; ; restricted to trained personnel only?

    Ergonomics

    Are ergonomic issues being addressed for employees using Yes No NA 20. ; ; ; computers or at risk of repetitive motion injuries?

    Other Hazards

    1.

    2.

    3.

    4.

    5.

    Comments

     IIPP-Appendix C-Lab Completed copies of this form should be routed to the department Safety Coordinator March 2006 and must be maintained in department files for at least three years.

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